Managing Contractors (Scotland)

Managing Contractors (Scotland) University Health and Safety Policy Author: Health & Safety Services 1

Managing Contractors Procedures (Scotland) to support University Health and Safety Policy CONTENT Section Page 1 Introduction 3 2 Legal Framework 3 3 Lines of Responsibility 3-5 4 Procedure 5-6 5 Further Support and Advice 6 6 Procedure Version and History 6 Appendix 1 Appendix 2 Appendix 3 Appendix 4 Appendix 5 Appendix 6 Project Process Flow Chart Contractor Induction Contractor Inspection Form Contractor Monitoring Form Construction Phase Plan Auditing Managing Contractors Process Form Author: Health & Safety Services 2

1. INTRODUCTION This procedure specifies Heriot-Watt University's processes relating to contractor management, and sets the standards required to satisfy current health and safety legislation. It also takes account of our operational need to ensure the safety of all employees and others affected by our work related activities through co-ordination with contractors activities on our campuses. 2. LEGAL FRAMEWORK Health and Safety at Work etc. Act 1974 This Act places a duty on Heriot-Watt University to ensure, so far as reasonably practicable, the health and safety of all employees and others affected by our work related activities. Contractors have a responsibility to ensure that they do not endanger others by their work activities. The University and contractors must inform one another of the effect their activities could have on the health and safety of others. Management of Health and Safety at Work Regulations 1999 These regulations require the University to co-ordinate the activities of contractors working on our sites to ensure that they do not create risk to themselves or others within our campuses. Construction (Design and Management) Regulations 2015 (CDM 2015) These regulations place further duties on the University in relation to construction projects, where the University is the Client in the project or the Principal Designer of the project. The University is required to ensure that suitable arrangements are in place for managing the project, including the allocation of sufficient time and resources and the appointment, where necessary, of the Principal Designer and Principal Contractor; ensure the notification of the project to the HSE where required; provide all relevant, updated pre-construction information to all the designers and contractors. Where the University is also the Principal Designer of the project, we are also required to plan, manage and co-ordinate health and safety in the preconstruction phase of the project and assist the Principal Contractor to plan, manage and coordinate health and safety in the construction phase of the project. International Requirements Due to different legislative requirements, separate procedures apply to our Dubai and Malaysia Campuses. 3. LINES OF RESPONSIBILITY The responsibilities detailed below relate to the management of all contractors engaged on behalf of the University. Section 3.1 and 3.2 details the additional responsibilities applied when construction activities as defined by CDM 2015 are carried out. Health & Safety Services have the overall responsibility for the development of this procedure, and review in consultation with the University Health and Safety Committee. Health & Safety Services are also responsible for: acting as competent advisers for the health and safety aspects of projects advising on the suitability of construction phase plans, method statements and risk assessments providing appropriate health and safety training in line with this procedure to enable University staff carry out their duties effectively conducting health and safety inspections and recording the results within Shield HSMS, see Appendix 3 Contractor Inspection Form conducting regular audits to ensure the managing contractor procedure is being implemented and recording the results within Shield HSMS, see Appendix 6 Author: Health & Safety Services 3

Heads of Schools and Services are responsible for ensuring that contractor activities taking place in their area of responsibility are subjected to this procedure. Assistant Director Estate Services is responsible (but restricted to their operational remit) for: updating and advising on new contractor and maintenance activities at the Projects and Operations Co-ordination Meetings approving, controlling and monitoring all Estates Maintenance works appointing a competent member of staff as Project Manager for the work to be carried out by contractors ensuring that contractors work is cross referenced with the asbestos register The Project Manager (Anyone managing, co-ordinating or overseeing contractor works on behalf of the University) is responsible for overseeing the activities of the contractor while carrying out work activities on Campus. They shall also be responsible for: ensuring that activities taking place in their area of responsibility are subjected to this procedure appointing contractors through the University s Procurement Processes ensuring that no work activities are carried out to the fabric of any building or associated services without the approval of Estates Services liaising with Health & Safety Services and providing all relevant paperwork prior to issuing the Permit to Work/Access, see Appendix 1 Project Process Flow Chart liaising with relevant stakeholders at all stages of the work ensuring contractor site induction is completed following one of the processes described in Appendix 2 Contractor Induction ensuring that the contractor follows their submitted risk assessment and method statements ensuring that the contractors carry out all work in accordance with the agreed contract terms and conditions retaining all documents relating to the work being carried out carrying out contractor monitoring throughout the duration of the work to identify any unsafe practices and deviation from method statement. All monitoring visits should be recorded in Shield HSMS attaching Appendix 4 Contractor Monitoring Form recording all hazards and accidents with or without injury in relation to any of their projects into Shield HSMS All Staff and Students are responsible for: taking reasonable care for their own health and safety and that of others who may be affected by their activities informing line managers or tutors immediately if they find any situation that may present a significant risk to their health and safety, or that of others All Contractors are required to comply with this procedure, legislative requirements, best practice, industry standards and contractual terms and conditions. They must also: plan, manage and monitor work under their control so that it is carried out without risk to the health and safety of their employees and others ensure that work does not commence prior to the issuing of the Permit to Work/Access ensure that all their employees are competent and provided with adequate information, instruction and training ensure that their work equipment is suitable for the task and maintained, note; contractors are not permitted to use the University equipment provide method statements detailing how the work activity to be carried out will be completed safely provide copies of suitable and sufficient risk assessments covering all hazards from all the activities that will be carried out on the University Campus ensure that all of their staff complete the University contractor induction as described in Appendix 2 Contractor Induction verify that the planned work has been cross referenced with the asbestos register report any hazards and accidents with or without injury to the Project Manager ensure that, for works involving more than one contractor, they co-ordinate their activities with other contractors through the Project Manager Author: Health & Safety Services 4

3.1 Additional Responsibilities for CDM 2015 Activities Construction work (as defined by CDM 2015) impose further responsibilities on the University as the Client under the regulations as detailed above; to fulfil those duties the Construction Phase Plan, Risk Assessments and Method Statements must be approved by Health & Safety Services prior to the issue of a Permit to Work. All relevant stakeholders must be informed at the earliest point in the project initiation to determine viability of the project. All stakeholders must be invited to a pre-start and progress meetings. Stakeholders include, but are not limited to, Estates Maintenance Managers, Health & Safety Services, School/Service representatives, End Users of the finished project and any Services expected to interface with the project. See Appendix 1 Project Process Flow Chart. Contractors must provide copies of the health and safety file including the relevant operations and maintenance manuals. Arrangements must be put into place to update all University records with any changes, including floor plans, services installations, asbestos register etc. 3.2 Assistant Director Estates Services is additionally responsible (but restricted to their operational remit) for acting on behalf of the University as the Client where CDM 2015 applies in relation to projects managed by Estates Maintenance. Head of Capital Projects and Planning Estates Services is responsible (but restricted to their operational remit) for managing Capital Projects on behalf of the University. They are also be responsible for: updating and advising on new Capital Projects activities at the Projects and Operations Coordination Meetings acting on behalf of the University as the Client where CDM 2015 applies in relation to projects managed by Capital Projects controlling and monitoring all Capital Project works appointing a competent member of staff as Project Manager for the work to be carried out by contractors ensuring that contractors work is cross referenced with the asbestos register Staff acting on behalf of the University as the Client are responsible for ensuring that construction projects are managed in a way that adequately controls the risks to the health and safety of those who may be affected. They are also responsible for ensuring: that suitable arrangements for managing projects are in place appointment of competent Principal Designer and Principal Contractor (where necessary) that the Principal Designer and Principal Contractor are carrying out their duties that sufficient time and resources have been allocated for projects the submission of the F10 notification relevant pre-construction information is prepared, provided and updated to all designers and contractors that welfare facilities are provided for the duration of the project Staff acting on behalf of the University as Principal Designer and those appointed as Principal Designer have specific duties under CDM 2015, these include: planning, managing, monitoring and co-ordinating health and safety in the pre-construction phase of a project identifying, eliminating or controlling foreseeable risks and ensuring other designers carry out their duties preparing and providing relevant pre-construction information to others, providing relevant information to the Principal Contractor to help them plan manage, monitor and co-ordinate health and safety in the construction phase of the project, where this role is held by a University member of staff a Construction Phase Plan template is available, see Appendix 5 liaising with Health & Safety Services and providing Construction Phase Plans for approval ensuring pre start meeting are arranged with relevant stakeholders Principal Contractors (including Estates Maintenance Staff) appointed by the University have specific duties under CDM 2015; these include: planning, managing, monitoring and co-ordinating health and safety in the construction phase Author: Health & Safety Services 5

of a project liaising with the University as Client and Principal Designer preparing the construction phase plan organising co-operation between contractors and co-ordinating their work activities providing the University contractor induction to all contractual staff and preventing unauthorised access to the site consulting with their employees regarding health and safety providing welfare facilities 4. PROCEDURE Permits to Work Contractors are not permitted to carry out any work activity unless they are: an approved contractor have been appointed via the University s Procurement Process have been issued with a valid Permit to Work/Access The Project Manager must review the risk assessments and method statements provided by the contractor, prior to the issue of a Permit to Work/Access. Approved Regular Maintenance Contractors Approved contractors shall submit their risk assessments and method statements at least annually for the regular work activity they carry out on Campus. Health & Safety Services shall review these documents. Individual Permits to Work/Access will be issued following the review of a site specific risk assessment by the relevant Project Manager. Contractor Induction The University has developed a suite of contractor induction processes for our Campuses, which include emergency procedures while working on University sites. These are in the form of an e- learning programme, video presentation or information leaflet. Prior to commencement of work, all contractors must be inducted via one of these methods, see Appendix 2 Contractor Induction. Isolation of Services Service isolation (electrical, mechanical, gas, fire alarms) must be requested through Estates Services using the Notification Process for the Isolation of Mechanical and Electrical Services on Edinburgh Campus and within University Buildings. Contractor Monitoring Contractor site inspections and monitoring visits and are regularly carried out by the Project Manager and/or Health & Safety Services, see Appendices 3 and 4. All contractor site inspections and monitoring visits must be recorded in Shield HSMS. The Project Manager or members of Health & Safety Services have the authority to stop work activities if any unsafe practices are observed. 5. FURTHER HELP AND ADVICE Capital Projects on 0131 451 8490 capitalprojects@hw.ac.uk Estates Services on 0131 451 4023 estatesmaintenance@hw.ac.uk Procurement Services on 0131 451 4448 procurement@hw.ac.uk Health & Safety Services on 0131 451 3900 healthandsafety@hw.ac.uk 6. POLICY VERSION AND HISTORY Version No Date of Approval Approving Authority 1 29.02.2016 Health & Safety Services Brief Description of Amendment 1 st version of document in this format/content replaces: HSP 07 Author: Health & Safety Services 6